5 thoughtful job rejection email templates for every stage

process

5 thoughtful job rejection email templates for every stage

Discover 4 job rejection email templates for every stage of the hiring process. Learn how to reject candidates while leaving a positive impression.

Aliye Menzies

Small business recruiter

February 19, 2025

Did you know that a whopping 77% of job seekers have been ghosted by an employer at some point?

And get this—10% were even left hanging after getting a verbal job offer.

It's tough to think of anything more frustrating than spending weeks on an application, only to hear nothing back.

Hiring managers and recruiters should not ignore candidates after reviewing their resumes. If you take the time to do a phone or Zoom interview, you can take the time to let them know they aren’t getting the job.

The good news is that if you’re reading this, you’re already on the right track by looking for job rejection email templates. To save you time, I’ve created three effective employment rejection email templates, each for a different stage of the hiring process, along with a brief explanation of why our rejection email examples work at the end.

Application rejection email

The necessity of sending a rejection email after an application is up for debate.

Some people argue that many job applicants are applying to dozens, if not hundreds, of roles.

They may not even remember half of them after sending in their applications, especially if the job description or company wasn’t memorable.

By sending an applicant rejection email, you may just be reminding them of something they’d already moved on from or even forgotten about in the first place.

Others believe that anyone who takes the time to apply deserves an update on their application's status.

If you lean towards the latter approach, we suggest keeping it simple (as seen with the controversy sparked by Doorloop’s more inspirational take).

You can use the following job rejection email template after you’ve reviewed someone’s application.

Rejection email after application

Subject line: Application Update for [Position Name]

Hi [Candidate's Name],

Thank you so much for your interest in the position at [Company Name] and for the time you invested in applying for the [Position Name] role.

After reviewing your application, we’ve decided to move forward with other candidates whose experience more closely aligns with the needs of this position. However, we encourage you to apply for future roles that may be a better fit.

Thank you again for considering [Company Name]. We wish you all the best in your job search and future career endeavors.

Best regards,
[Your Name]
[Your Job Title]
[Company Name]

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Rejection email: 1st interview

The question at this point is whether the candidate deserves individualized feedback or a more templated response.

I recommend going with a clear and kind templated rejection email, but adding a personal touch with a line or two if the candidate stood out in some way or if there's helpful feedback I can share on their skills and experience. It’s a great way to keep things efficient while still showing you care and recognizing their effort.

Rejection email template after interview

Subject line: Follow-Up on Your Interview for [Position Name]

Hi [Candidate's Name],

Thank you for taking the time to speak with us regarding the [Position Name] role at [Company Name]. It was a pleasure to learn more about your experience and background.

After careful consideration, we’ve decided to move forward with other candidates whose qualifications more closely align with the current needs of the position. This decision was not easy, as we appreciate the time and effort you put into the process.

While we won’t be moving forward with your application at this time, we encourage you to stay in touch and apply for future openings that may be a better fit for your skills and experience.

Thank you again for your interest in [Company Name]. We wish you the very best in your job search and future career.

Warm regards,
[Your Name]
[Your Job Title]
[Company Name]

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Rejection email: 2nd interview

Rejecting candidates after a second interview is tough because they’ve already invested a lot of time and effort into the recruitment process.

At this stage, people often expect a bit more than a generic rejection, so it’s important to acknowledge the time they put in and give thoughtful feedback. The trick is to keep it clear and professional, but still human—don’t dive into too many details, but make sure you’re being transparent.

A little gratitude and encouragement can go a long way in your rejection letter after interview, especially if you want to leave the door open for future opportunities. Using a warm, empathetic tone makes all the difference in turning a rejection into a positive experience.

Subject line: Follow-Up on Your Interview for [Position Name]

Hi [Candidate's Name],

Thank you again for taking the time to meet with us during the interview process for the [Position Name] role. We really enjoyed getting to know you and were impressed by your [mention something specific you appreciated about them, e.g., "your experience in project management" or "your creative problem-solving skills"].

After careful consideration, we've decided to move forward with another candidate whose experience more closely matches the current needs for the role. This was not an easy decision, as your qualifications were strong, and we truly appreciate the effort you put into the process.

We’d love to stay connected and encourage you to apply for future opportunities with [Company Name] that may be a better fit. We’re confident you'll find success in your career search and wish you nothing but the best moving forward.

Thank you again for your time and interest in [Company Name].

Warm regards,
[Your Name]
[Your Job Title]
[Company Name]

‍

Position no longer available

When a job gets closed, it’s important to let candidates know in a clear but kind way. Below is a simple "position has been filled template" that explains the situation while still showing appreciation for their interest. It keeps things professional but friendly, leaving them with a positive vibe about your company.

Subject line: Update on [Position Name] Role

Hi [Candidate's Name],

Thank you for your interest in the [Position Name] role at [Company Name]. We appreciate the time you took to submit your application and your interest in joining our team.

After reviewing our hiring needs, we’ve decided to close the position and will not be moving forward with the recruitment process at this time. While this role is no longer available, we encourage you to keep an eye on our careers page for future opportunities that might be a better fit.

We genuinely appreciate your interest in [Company Name] and wish you the best of luck in your job search.

Warm regards,
[Your Name]
[Your Job Title]
[Company Name]

Interview rejection email template

If you're a candidate who is no longer interested in a role you've been interviewing for, you can send this job denial email.

This email is polite, professional, and appreciative. It clearly communicates the decision to withdraw, while expressing gratitude for the opportunity. The tone is respectful, maintaining a positive impression with the company, which is helpful for future networking or opportunities.

Rejection email for job

Subject line: Update on My Candidacy for the [Position Name] Role

Hi [Hiring Manager's Name],

I hope this message finds you well. I wanted to reach out regarding the [Position Name] role at [Company Name].

After careful consideration, I have decided to withdraw my application from the interview process. This was not an easy decision, as I have enjoyed learning more about the role and [Company Name]. However, after evaluating my current career goals and circumstances, I believe this is the best step forward for me at this time.

I want to extend my gratitude to you and the team for the time and effort invested in considering my application. I truly appreciate the opportunity to connect and learn about the exciting work happening at [Company Name].

Thank you once again, and I wish you all continued success in finding the right candidate for this role.

Warm regards,
[Your Name]

The best rejection email subject line

Writing a rejection email isn’t easy, but a thoughtful job rejection email subject line can help set the right tone from the start. It should be clear, respectful, and kind, letting candidates know what to expect without feeling overly formal.

Here are a few tips to craft a strong subject line:

Be clear but gentle. Use straightforward language like “Update on Your Application for [Position].” This keeps things direct without sounding too blunt.
Show appreciation. Acknowledge the candidate’s effort with something like “Thank You for Your Interest in [Company Name].” It shows you value their time.
Keep it positive. Avoid harsh words like “rejection.” Instead, try “Position Update” or “Application Status,” which sound neutral and respectful.

With these small adjustments, your subject line can make the email feel more professional and thoughtful, helping the candidate feel appreciated even if the news isn’t what they hoped for.

The best email template for not hiring someone

With the rise of AI recruiting software, remembering the humans on both sides of the process is more crucial than ever.

Whether you’re using a basic candidate rejection email template or adding a personal touch, your candidate rejection email really matters to your employer brand. With these job rejection templates and tips, you can make sure candidates feel appreciated, even if they didn’t land the job this time.

Plus, a thoughtful employment rejection letter leaves a positive impression and keeps the door open for future opportunities. So, even though saying no is tough, doing it the right way can still make a big difference.

Keeping candidates engaged and informed shouldn’t be a hassle. With the right applicant tracking software for small businesses, you can automate communication, speed up hiring, and create a better experience for everyone. If you’re looking for a smarter way to manage applicants, stay organized, and hire faster, it’s time to upgrade your hiring process. Book a call to speak with our team today here.